Expense option for a tick box acknowledgement

[MelGreaves]

Hi all, Just wondering if there are any options to add an acknowledgement tick box for some expense types?

As an example when claiming breakfast, users aren't entitled to claim it for the first day of travel. Is there a way to add a tick box or some other similar acknowledgement within Concur?

[KevinD]

@MelGreaves Are approvers looking closely to see if travelers are claiming breakfast on travel days? I think they would need to be for this to be effective.

You could create a custom field that is a checkbox to have users acknowledge something. You should probably make it required as well or users will not use it. 

However, what about all the days other travel days and breakfast? The checkbox would show up there as well, so they would need to acknowledge it for each breakfast expense. I'm not sure this is the best option.

If you want them to acknowledge that breakfast cannot be claimed on the first day of travel, you could create a Yes/No field that asks, "First Day of Travel?" when Breakfast is selected as the expense type. Make the field required. Then create an audit rule that says If First Day of Travel Equal Yes and Expense Type Equal Breakfast. Set the audit rule exception to 99 to block submission. 

Again, the only thing keeping this from working when employees choose No in this field on their actual first day of travel is for Approvers to look at the reports closely. Now that I'm thinking of it, you could create a Trip Start Date field on the Report Header and have another audit rule that looks to see if there is a Breakfast meal that has a transaction date the same as the Trip Start Date. Here is a screenshot I took of the conditions. I used the new Audit Rule UI for it. 

[samasuraj]

Hi MelGreaves

Please try the below. Hope it helps.

You can introduce an acknowledgement for Breakfast expenses in SAP Concur, but I would recommend combining it with an Expense Audit Rule so that the restriction is enforced rather than relying entirely on employees ticking a box.

Your business requirement is:

Employees are not entitled to claim breakfast on the first day of business travel. When claiming breakfast, they must acknowledge that the expense complies with this restriction.

There are three possible approaches.

Approach	How it works	Recommendation
Custom acknowledgement field	Employee confirms eligibility when entering a Breakfast expense	Useful for employee awareness
Expense Audit Rule	Concur checks the Breakfast expense against the travel start date	Best for enforcement
Policy reminder	A message explains the first-day breakfast restriction	Useful as an additional control

The exact implementation depends on whether you use Concur Expense Standard or Professional Edition, and whether travel start dates are available to the expense validation process.

1. Add an acknowledgement to the Breakfast expense form

In Concur Expense Professional Edition, an administrator can investigate the following configuration:

Administration → Expense → Expense Admin → Forms and Fields

1. Locate the expense-entry form assigned to the Breakfast expense type.
2. Add or reuse a custom field, subject to available field types.
3. Label it Breakfast Eligibility Acknowledgement.
4. Use a checkbox if supported, or a Yes/No field as an alternative.
5. Make the acknowledgement mandatory where supported.
6. Assign the updated form to the appropriate expense type and policy group.
7. Test it with an employee account.

SAP confirms that expense-entry forms can contain fields specific to individual expense types.

Suggested acknowledgement:

☐ I confirm that this breakfast expense was not incurred on the first day of travel and complies with the company's meal reimbursement policy.

1. Configure an Expense Audit Rule

For Professional Edition, the typical navigation is:

Administration → Expense → Expense Admin → Audit Rules → New

Configure the intended logic: Breakfast eligibility validation

Expense Type = Breakfast

Expense Date = Trip Start Date

Trigger exception: Block or Warn

Illustrative rule logic. The exact comparison depends on which trip-date fields are available in your Concur configuration.

Exception message:

Breakfast expenses are not reimbursable on the first day of business travel. Please remove this expense or contact the Expense Administrator if an exception applies.

SAP supports custom audit rules triggered on entry save or submission, with warning or blocking exceptions.

Use the audit rule as the primary control, with an acknowledgement field as an optional additional measure. This prevents an employee from simply checking a box and claiming an ineligible meal.

One question so I can give you the precise configuration: Are you using SAP Concur Expense Professional Edition or Standard Edition?

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant